Template 1.6A Performance Evaluation Template for: A... · Web viewThis Performance Evaluation contains sixteen performance competency areas. Each competency includes statements about

THIS TEMPLATE IS PROVIDED AS A GUIDE. PLEASE MODIFY IT TO SUIT YOUR MUNICIPALITY’S REQUIREMENTS.

TEMPLATE 1.6A PERFORMANCE EVALUATION TEMPLATE FOR: CAO SELF-ASSESSMENT; MAYOR AND COUNCIL; OR (PLEASE CIRCLE USAGE ) FINAL PERFORMANCE EVALUATION REPORT

CAO PERFORMANCE EVALUATION

Municipality of:Evaluation Period: to .

Name of CAO:Name of Elected Official:

This form is to be completed by the Mayor and each member of the Council and returned to:___________________

The CAO may also complete the form as self-evaluation.

Due date:_______________ Evaluations will be consolidated with any other gathered evaluation data and included on the agenda for discussion on [date of working session].

Mayor’s signature CAO’s signature

Date Date

Elected Official’s Signature

Date

Instructions for using the Rating Instrument:

This Performance Evaluation contains sixteen performance competency areas. Each competency includes statements about standards of behaviour for that competency. For each statement, use the scale below to show your rating of the CAO’s performance. Each elected official will complete this form and all evaluations will be consolidated into a final report, which will be shared with Council and with the CAO. Note that for each statement you leave without a score, a value of “3: Average” will be awarded.

In addition to the ranking sections, there is space for written comments. If using handwriting, please ensure that handwriting is legible.

Rating Instrument1Rank answers from 1 to 5 (Any item left blank will be interpreted as a score of “3 = Average”)

5 = Excellent (almost always exceeds the performance standard) 4 = Above average (generally exceeds the performance standard) 3 = Average (generally meets the performance standard) 2 = Below average (generally does not meet the performance standard) 1 = Poor (rarely meets the performance standard)

1 ICMA’s City Manager Performance Evaluation Criteria

Mayor and Council and CAO Performance Evaluation Template 1

5 = Excellent 4 = Above average 3 = Average 2 = Below average 1 = Poor

LINKING COUNCIL’S STRATEGIC GOALS WITH THE CAO’S GOALS

At the beginning of this term-year, the following Goals and Key Results Areas were identified by the CAO, Mayor and Council for the evaluation year. At the end of this form, there is space to note the new goals and results areas for the coming year.

Table 1: CAO Goals and Key Results Areas for [year]

Council’s Strategic Goal CAO’s Goals for the Evaluation Year

Key Results Area for the CAO

Performance Metric Target Completion Date

Use this space to identify each of the Council’s priorities that align with the CAO’s goals

Align each goal with the Council’s priorities.

Each result statement should directly support a strategic priority

Measure the success of results achieved against the goal



STAFF EFFECTIVENESS

PROMOTES THE DEVELOPMENT AND PERFORMANCE OF STAFF AND EMPLOYEES THROUGHOUT THE ORGANIZATION

_____ Coaching/Mentoring: Provides direction, support, and feedback to enable others to meet their full potential.

_____ Coaching/Mentoring: Exercises knowledge of feedback techniques, ability to assess performance and identify others’ developmental needs to coach and mentor staff and employees throughout the organization.

_____ Team Leadership: Facilitates and leads teamwork by demonstrating ability to direct and coordinate group efforts.

_____ Empowerment: Creates a work environment that encourages responsibility and decision-making at all organizational levels by sharing authority and removing barriers to creativity.

_____ Delegating: Assigns responsibility to others by defining expectations, providing direction and support, and evaluating results.

Council’s Comments (if required), or examples provided for other than “Achieves Expectations” rating:

Rating: (Add the ratings and enter subtotal ___ ÷ 5 = ___ score for this component.

CAO’s Comments:



POLICY FACILITATIONHELPS ELECTED OFFICIALS AND OTHER COMMUNITY ACTORS IDENTIFY, WORK TOWARD, AND ACHIEVE COMMON GOALS

_____ Facilitative Leadership: Builds cooperation and consensus among and within diverse groups, helping them identify commong goals and act effectively to achieve them.

_____ Facilitative Leadership: Recognizes interdependent relationships and multiple causes of community issues and anticipates the consequences of policy decisions.

_____ Facilitating Council Effectiveness:

Helps elected officials develop a policy agenda that can be implemented effectively and that serves the best interest of the community (requires knowledge of role/authority relationships between elected and appointed officials).

_____ Facilitating Council Effectiveness:

Demonstrates skill in responsibly following the lead of others when appropriate, and communicating sound information and recommendations when appropriate.

_____ Mediation/Negotiation: Acts as a neutral party in the resolution of policy disputes (requires knowledge of mediation/negotiation principles; skill in mediation/negotiation techniques).



CAO’s Comments:



FUNCTIONAL AND OPERATIONAL EXPERTISE AND PLANNING(REQUIRES KNOWLEDGE OF SERVICE AREAS AND DELIVERY OPTIONS)

_____ Functional/Operational Expertise:

Understands the basic principles of service delivery in functional areas such as public safety, community and economic development, human and social services, administrative services, and public works.

_____ Operational Planning: Anticipates future needs._____ Operational Planning: Organizes work operations and establishes timetables for work units or projects_____ Operational Planning: Demonstrates knowledge of technological advances, trends, and changing

standards._____ Operational Planning: Predicts the impact of service delivery decisions.



CAO’s Comments:



SERVICE DELIVERY MANAGEMENTMAINTAINS A CONSISTENTLY HIGH LEVEL OF QUALITY IN STAFF WORK, OPERATIONAL PROCEDURES, AND SERVICE DELIVERY

_____ Citizen Services Is an effective ambassador for the municipality by speaking at conferences and community events as requested.

_____ Citizen Services Supports Council in developing plans and initiatives to promote and serve community interests.

_____ Performance Measurement

Enhance performance measurement and improve the overall quality and accuracy of performance measures in the business plan.

_____ Performance Management

Develops leaders through regular coaching, career planning and proactive performance management.

_____ Quality Assurance Ensures actions taken and results achieved are consistent with the values and environment desired by municipal residents.



CAO’s Comments:



STRATEGIC LEADERSHIPSETS AN EXAMPLE THAT URGES THE ORGANIZATION AND THE COMMUNITY TOWARD EXPERIMENTATION, CHANGE, CREATIVE PROBLEM SOLVING, AND PROMPT ACTION

_____ Initiative/Risk Taking: Demonstrates a personal orientation toward action and accepting responsibility for the results; resists the status quo and removes stumbling blocks that delay progress toward goals.

_____ Vision: Conceptualizes an ideal future state and communicates it to the organization and the community.

_____ Creativity: Applies existing ideas and practices to new situations._____ Innovation: Develops new ideas or practices._____ Technological Literacy: Demonstrates an understanding of information technology and ensures that it

is incorporated appropriately in lans to improve service delivery, information sharing, organizational communication, and citizen access.



CAO’s Comments:



DEMOCRATIC ADVOCACY AND CITIZEN PARTICIPATIONDEMONSTRATES A COMMITMENT TO DEMOCRATIC PRINCIPLES BY RESPECTING ELECTED OFFICIALS, COMMUNITY INTEREST GROUPS, AND THE DECISION-MAKING PROCESS

_____ Democratic Advocacy: Fosters the values and integrity of representative government and local democracy through action and example.

_____ Democratic Advocacy: Ensures the effective participation of local government in the intergovernmental system (requires knowledge and skill in intergovernmental relations).

_____ Citizen Participation: Recognizes the right of citizens to influence local decisions and promote active citizen involvement in local governance.

_____ Citizen Participation: Acquires knowledge of the social, economic, and political history of the community.

_____ Citizen Participation: Educates citizens about local government.



CAO’s Comments:



DIVERSITYUNDERSTANDS AND VALUES THE DIFFERENCES AMONG INDIVIDUALS AND FOSTERS THESE VALUES THROUGHOUT THE ORGANIZATION AND COMMUNITY

_____ Mutual Respect: Attracts, retains and develops a talented and diverse labour pool _____ Mutual Respect: Sustains a respectful workplace_____ Mutual Respect: Build alignment and engagement among employees and teams_____ Adaptability: Strategically plans and initiates long term goals and changes to ensure the

organization is responsive to a diverse range of needs and situations._____ Communications: Effectively exchanges (obtains and transmits) information, in a variety of

mediums, for diverse audiences



CAO’s Comments:



BUDGETINGPREPARES AND ADMINISTERS THE BUDGET

_____ Fiscal Management: Prepares a balanced budget to provide services at a level directed by council._____ Fiscal Management: Promotes fiscal discipline and accountability._____ Fiscal Management: Protects organizational funds and assets._____ Implements the

Budget:Ensures proper processes are in place for capital budget priority setting, the maintenance and funding of critical infrastructure, and identification of funding gaps

_____ Fiscal Management: Makes the best possible use of available funds, conscious of the need to operate the local government efficiently and effectively.



CAO’s Comments:



FINANCIAL ANALYSISINTERPRETS FINANCIAL INFORMATION TO ASSESS THE SHORT-TERM AND LONG-TERM FISCAL CONDITION OF THE COMMUNITY.

_____ Fiscal Management: Determines the cost-effectiveness of programs, and compares alternative strategies.

_____ Fiscal Analysis: Analyzes whether municipal resources are linked, integrated, and appropriated allocated.

_____ Fiscal Analysis: Uses sound/viable/realistic research and analysis of available financial data in decision-making processes.

_____ Fiscal Discipline: Promotes fiscal discipline and accountability_____ Funding Opportunities: Ensures the municipality is positioned to access all funding programs for which

it is eligible from senior levels of government.



CAO’s Comments:



HUMAN RESOURCES MANAGEMENTENSURES THE POLICIES AND PROCEDURES FOR EMPLOYEE HIRING, PROMOTION, PERFORMANCE APPRAISAL, AND DISCIPLINE ARE EQUITABLE, LEGAL, AND CURRENT

_____ Decision-making and Performance:

Ensures that human resources are adequate to accomplish programmatic objectives

_____ Ethics/Integrity: Promotes ethical behaviour and holds individuals at all levels, including external contractors and internal staff, accountable for meeting ethical standards

_____ Awareness of Morale: Effectively responds to any issues of staff morale and satisfaction._____ Hiring: Recruits and retains competent personnel for staff positions_____ Performance Appraisal: Sustains or improves staff performance by evaluating the performance of staff

members at least annually, setting goals and objectives for them, periodically assessing their progress, and providing appropriate feedback



CAO’s Comments:



STRATEGIC PLANNINGPOSITIONS THE ORGANIZATION AND THE COMMUNITY FOR EVENTS AND CIRCUMSTANCES THAT ARE ANTICIPATED IN THE FUTURE

_____ Accomplishment of Goals:

Participates in the development of annual priorities with Council and senior management; identifies new initiatives for Council to consider

_____ Adaptability: Establishes direction based on continual assessment of environment and emerging trends, issues, and opportunities.

_____ Accountable for Results:

Leads the municipality and articulates a clear plan for the municipality that reflects Council’s vision, mission and strategic plan, and is well understood, widely supported, consistently applied, and effectively implemented

_____ Anticipates Change: Anticipates the effects of change and develops plans to manage impacts, and possesses the strategic skills to anticipate opportunities and overcome challenges.

_____ Succession Planning: Prepares for employees eligible for retirement by focusing on talent management and succession planning.



CAO’s Comments:



ADVOCACY AND INTERPERSONAL COMMUNICATIONFACILITATES THE FLOW OF IDEAS, INFORMATION, AND UNDERSTANDING BETWEEN AND AMONG INDIVIDUALS.

_____ Advocacy: Advocates effectively in the community interest._____ Advocacy: Communicates personal support for policies, programs, or ideals that serve the

best interests of the community._____ Interpersonal

Communication:Exchanges verbal and nonverbal messages with others in a way that demonstrates respect for the individual.

_____ Interpersonal Communication:

Exchanges verbal and nonverbal messages in a way that furthers organizational and community objectives

_____ Interpersonal Communication:

Demonstrates skill in selecting the most effective communication method for each interchange.



CAO’s Comments:



PRESENTATION SKILLSCONVEYS IDEAS OR INFORMATION EFFECTIVELY TO OTHERS

_____ Effective Presentation: Possesses strong verbal, written and presentation skills demonstrating a clear, concise and positive style

_____ Ethics/Integrity: Ensures public processes are transparent and accountability is clear when dealing with issues.

_____ Effective Presentation: Effectively exchanges (obtains and transmits) information, in a variety of mediums, for diverse audiences.

_____ Effective Presentation: Disseminates complete and accurate information equally to all Council members in a timely manner.

_____ Leadership: Builds trust through presenting ideas clearly and effectively listening to others, even when not in agreement.



CAO’s Comments:



MEDIA RELATIONSCOMMUNICATES INFORMATION TO THE MEDIA IN A WAY THAT INCREASES PUBLIC UNDERSTANDING OF LOCAL GOVERNMENT ISSUES AND ACTIVITIES

_____ Media Relations: Builds a positive relationship with the press._____ Media Relations: Demonstrates no bias when working with all news media._____ Networking: Maintains a robust network of mutually beneficial professional contacts_____ Responsiveness: Actively responds to inquiries and communicates municipal policies, procedures

and processes._____ Media Relations: Communicates the strategic direction and priorities of the organization in a

clear and compelling manner



CAO’s Comments:



INTEGRITYDEMONSTRATES FAIRNESS, HONESTY, AND ETHICAL AND LEGAL AWARENESS IN PERSONAL AND PROFESSIONAL RELATIONSHIPS AND ACTIVITIES

_____ Personal Integrity: Demonstrates accountability for personal actions._____ Personal Integrity: Conducts personal relationships and activities fairly and honestly._____ Professional Integrity: Conducts professional relationships and activities fairly, honestly, legally and

with knowledge of administrative ethics._____ Organizational

Integrity:Fosters ethical behaviour throughout the organization through personal example, management practices, and training.

_____ Organizational Integrity:

Instills accountability into operations and communicates ethical standards and guidelines to others.



CAO’s Comments:



PERSONAL DEVELOPMENTDEMONSTRATES A COMMITMENT TO A BALANCED LIFE

_____ Professional Proficiency:

Attends to personal professional development and training.

_____ Professional Development

Ensures personal growth and competence through his / her own education and training.

_____ Work Habits Conveys a clean, safe, and professional image through personal hygiene, grooming, and appearance.

_____ Learning: Values lifelong learning in oneself and others._____ Personal Development Demonstrates ongoing self-renewal and development to increase personal

capacity.



CAO’s Comments:


OVERALL RATING AND FINAL NOTES

5 = Excellent (almost always exceeds the performance standard)

4 = Above average (generally exceeds the performance standard)

3 = Average (generally meets the performance standard)

2 = Below average (generally does not meet the performance standard)

1 = Poor (rarely meets the performance standard)

Any item left blank will be interpreted as a score of “3 = Average”


Overall Council Rating:

Overall CAO Comments


COMPENSATIONIt is our intention that this Performance Evaluation allows for fair and equitable compensation adjustments based on a review of performance in achieving mutually identified priorities and on the elected body’s level of satisfaction with the CAO’s overall performance. To ensure the review is balanced and fair, the Linking of the Council’s Strategic Goals with the CAO’s Goals, at the outset of this form, and at the close of this form, make the expectations clear.

Quarterly and mid-term reviews without any consideration of compensation ensure that expectations and performance are on track and openly communicated.

This full-term evaluation has been used to evaluate the level of performance satisfaction for the entire performance period. In addition to this full-term evaluation, compensation decisions may be based on: the economic climate of the municipality and community; the general status of compensation decisions in the private sector of the community; compensation decisions for other employees of the local government; a review of the competitive position of the local government in the local government’s market area; and a comparative salary review.

Please refer to Template 1.3B for Compensation Options.


SETTING GOALS FOR THE COMING PERIODCopy any ongoing goals from Table 1 and include any new Goals and Key Results for the coming evaluation cycle in Table 2.

Table 2: CAO Goals and Key Results Areas for [year]

Council’s Strategic Goal

CAO’s Goals for the Evaluation Year

Key Results Area for the CAO

Performance Metric

Target Completion Date

SOURCES:Main Source: Based on the International City/Council Management Association (ICMA) Practices for Effective Local Government Management. Used with Permission.Other Sources: City of Mississauga Performance Evaluation: Senior Management 2015City of Moose Jaw Competency-Based Performance ReviewCounty of Elgin Performance Development and Review Program International City/Council Management Association City Manager Performance EvaluationTown of Canmore Annual Performance Review for the Chief Administrative Officer Town of Essex Chief Administrative Officer Performance EvaluationTown of Olds Performance Evaluation of the Chief Administrative OfficerTown of Torbay Staff Evaluation: Chief Administrative OfficerTown of White City Town Manager’s Performance Evaluation


Documents

Template 1.6A Performance Evaluation Template for: A... · Web viewThis Performance Evaluation contains sixteen performance competency areas. Each competency includes statements about